powerpoint 2003 - tutorial 2

PowerPoint 2003 – Tutorial 2

Graphics

Editing a graphicAdding a shadow to an object

Auto ShapesMaking an object 3-dimensional:

Inserting symbolsWordArt

Graphs and chartsAdding a chart

Changing the type of chart

Master slidesSlide Master

Headers and FootersSlide NumbersDate and Time

Protecting a presentation

Slide animation

Animating SlidesAnimation PreviewSlide Transitions

Creating a Photo Album

Reordering Slides

Creating Presenter’s NotesNormal viewNotes pages

MS PowerPoint 2003 – Tutorial 2 1

Adding Action Buttons

Using the Pen Tool in a Slide Show

Adding Sound to a PresentationAdding a Recorded Sound

Adding a sound file from a CDAdding a sound file from File

Adding NarrationCreating a Summary SlideRehearsing a Slide Show

Saving a Presentation as a Web page


GraphicsEditing a graphic

Activate the image you wish to edit by clicking on it once with the mouse. Several handles will appear around the graphic. Click and drag these handles to resize the image.

The handles on the corners will resize the image proportionally while the handles on the straight lines will stretch it. The green dot at the top is used to free-rotate the image. More picture effects can be changed using the Picture toolbar.

Adding a shadow to an object

You can add a shadow to add depth to an object on a slide. Click the object you want to display a shadow for. Round fill-handles will appear around it.

On the Drawing toolbar, click on the Shadow button to display the available shadow styles – click the shadow style you want to use.The object you selected displays the desired shadow style. Click outside the object to view the changes.

Notes:• Shadow styles that appear dimmed are not available for the object you selected.• To remove the shadow, you can select the No Shadow option from the menu in the Drawing Toolbar.

Auto Shapes

The AutoShapes toolbar allows you to draw a number of geometrical shapes, arrows, flow chart elements, stars, and other graphics on a slide. Activate the AutoShapes toolbar by selectingInsert > Picture > AutoShapes or View > Toolbars > Drawing toolbar then click on the AutoShapes button from below to view the options of each shape.


Making an object 3-dimensional:

• Lines: After clicking the Lines button on the Drawing toolbar, draw a straight Line, a Dash, or Arrow by clicking the respective button. You can also select the Line, Dash, and Arrow Style by clicking on the corresponding buttons found on the Drawing toolbar. Click in the slide where you would like the line to begin and drag to where it should end. To draw a Curve, Free Form line, or a Scribble go to the Drawing toolbar and click on AutoShapes then click on Lines and choose the style from the list that appears. Click in the slide where the line should be drawn and then click the mouse every time a curve should appear. To end your drawing, double click to create the end point or press the ESC key.

• Connectors: (Found below the Lines option found under the AutoShape menu from the Drawing toolbar) Draw these lines to connect flow chart elements.

• Basic Shapes: Click the Basic Shapes button on the AutoShapes menu to select from many two- and three-dimensional shapes, icons, braces, and brackets. Use the drag-and-drop method to draw the shape in the slide. When the shape has been inserted, it can be resized using the open box handles. Other adjustments specific to each shape can be done using the yellow diamond handles.

• Block Arrows: Select Block Arrows to choose from many types of two- and three dimensional arrows. Drag-and-drop the arrow in the slide and use the open box and yellow diamond handles to adjust the arrowheads. Each AutoShape can also be rotated by first clicking the green Free Rotate button. Click and drag the green handle around the image to rotate it. This green tree was created from an arrow rotated 90 degrees.

• Flow Chart: Choose from the flow chart menu to add flow chart elements to the slide and use the line menu to draw connections between the elements.

• Stars and Banners: Click the button to select stars, bursts, banners, and scrolls.

• Call Outs: Select from the speech and thought bubbles and line call outs. Enter the call out text in the box that has been inserted by simply selecting the box and typing in it.

• More AutoShapes: Click the More AutoShapes… button to choose from a list of clip art categories.

Each of the submenus on the AutoShapes menu can become a separate option on the Drawing toolbar. Just click and drag the gray bar across the top of any of the menus off of the toolbar and it will become a separate floating toolbar.

You can make an object on a slide appear three-dimensional.Click the object you want to appear three-dimensional. Round Fill handles appear around it.


On the Drawing toolbar, click on the 3-D button to display the available shadow styles – click the 3-D effect you want to use.

The object you selected displays the desired 3-D effect. Click outside the object to deselect it.

Notes:• 3-D effects that appear dimmed are not available for the object you selected.• To remove the 3-D effect, you can select the No 3-D option from the 3-D Style menu in the Drawing Toolbar.

Note: This mainly works for AutoShape objects

Inserting symbols

You can add symbols that do not appear on your keyboard to your slides.

• Click the location on the text of your slide where you want a symbol to appear. • Go to Insert > Symbol – the Symbol dialog box appears, displaying the symbols for the current font.• To display symbols for another font, click on the downward arrow of the drop-down menu for the font, and choose the desired font.• The symbols for the font you selected appear, and now you can click on the desired symbol, then on the Insert button to insert it to your slide at the location you specified. When you’re done inserting symbols, click on the Close button.

• The symbol appears on your slide.

Notes:• The symbol is treated as a normal part of text (a letter in a word or sentence).• To delete a symbol, do it as if you are deleting a normally-typed letter or character (using the BACKSPACE or DELETE keys on your keyboard).• There are some symbols that are automatically typed when you enter their corresponding text:


WordArt

You can add headlines in striking colors and shapes to your presentation using WordArt.• Select Insert >Picture >WordArt from theMenu bar or click the WordArt button on the Drawing toolbar.• Choose a WordArt style from the listing and click OK. • Enter the text in the Edit WordArt Text box and choose the font, size, and style for the text. Click OK.• You can make use of the WordArt toolbar that appears automatically.• Use the white box handles around the word art to resize it on the slide.• Drag the yellow diamond handle to change the shape of the text.• Drag the green fill handle to rotate it.• To revert back to the original shape, double click the diamond. If you cannot view the handles, right click on the word. Go to Format WordArt and change the corresponding settings.

Graphs and charts

Adding a chart

To add a chart to any slide, click the Insert Chart button on the Standard toolbar, or go to Insert > Chart.

When you insert a chart, a sample data sheet and corresponding bar chart will appear on your slide. PowerPoint has included some sample data in the first four columns. The bars in the chart are the graphical representation of the numbers in the data sheet. Notice how a higher number in the data sheet results in a taller corresponding bar.

To create your own chart, you can replace the data in the sample data sheet with your own. Try adding a number to the chart to see how it changes the corresponding bar on the chart.

1. On the data sheet, click in the first row of column A.


2. Type in the number 50, and then press ENTER. The corresponding bar on the chart increases in height.

3. Try adding other numbers into the data sheet to see how they affect the bars. After you've finished entering data, exit the work window by clicking anywhere outside the chart or the data sheet. The data sheet will disappear.If you need to make any revisions to the chart, double-click the chart and the data sheet will appear again.If the data sheet doesn't appear after you double-click the chart, click the View DataSheet button on the Standard toolbar

Adding and deleting information

The default chart has four sets of bars, and its data sheet has four columns of information filled in. What if your presentation requires more than four columns/bars? It's simple. Fill in additional columns on your data sheet.

1. Go to the next empty column on the data sheet and click inside a cell. Type the numbers 50, 60, and 70 in the first three rows.

2. Notice how a new set of bars appears in the chart.

You can also remove columns or bars from yourdata sheet and chart. Here's how you do it:

1. Click the column heading of the column you want to delete. For example, Column D.

2. Click the Edit menu, then click Delete. The data disappears from the column and the corresponding bars disappear from the chart.

Changing the type of chart

The default chart in PowerPoint is a bar chart. If you think your information would be better as a different type of chart, you can change the chart type.The following steps show you how to convert the bar chart to a pie chart:


1. Double-click the chart you want to change. A heavy border appears around the chart, and the data sheet appears.2. Click the Chart menu, and then click Chart Type. A Chart Type dialog box appears.3. In the Chart Type list, click Pie, and then click OK. The information in your data sheet will now be displayed in a pie chart.

Master slides

Slide Master

Change the style of all slides in the presentation by changing the properties on the Slide Master. Each Design Template has its own Slide Master that can be altered. If you create slides from scratch, a consistent style can be added to the presentation by formatting the Slide Master.

1. Select View > Master > SlideMaster from the Menu bar

2. Format the master slide just as you would format a regular slide by formatting text, formatting lists, adding background patterns and effects, and setting footers.

3. Click the Close Master View button on the Master toolbar to quit editing the master slide and return to the presentation.

Headers and Footers

Add the date and time, slide numbers, and other footer text to the master slide from the Header and Footer window.

Select View > Header and Footer.

Check the Date and time box to add this feature to the slide. Select Update automatically to always display the current date and time or click Fixed and enter a date that will not change in the text field provided.


Check the Slide number box to add this feature to the slides.

Click the Footer box and add other text to the footer area of the slide.

Check the Don't show on title slide box to hide these features on the title slide of the presentation.

Click the Notes and Handouts tab to make the same changes to notes and handouts pages.

Click Apply to All, to add the changes to every slide or Apply to add only to the current slide.

Slide Numbers

To add the slide numbers in a fixed position on the slide, use the Header and Footer window detailed above. The slide number can otherwise be added anywhere on the slide by placing the cursor where the slide number should appear and selecting Insert > SlideNumber from the Menu bar. The text of the slide number can the formatting just asregular text style is changed.

Date and Time

A date and/or time can also be added using the Header and Footer window or anywhere else on the slide. Place the cursor where the date and time should appear on the slide and select Insert > Date and Time from the Menu bar. Select a format from the available list and click Update automatically if this feature should always be updated to reflect the current date and time. Click OK to finish.

Switching between presentations

You can have several presentations open at once. PowerPoint allows you to easily switch from one open presentation to another.While having all the presentations you are working on open, click on Window the Menu bar, then select the name of the desired presentation you want to switch to.

The presentation appears, with its name in the Title bar.For each open presentation, the Task bar also displays a button that you can click to switch to that presentation.

Note:If a presentation is not saved yet, its name would be something like Presentation1.


Protecting a presentation

You can prevent other people from opening or making changes to a presentation by protecting it with a password. After finishing and saving your presentation, go to Tools > Options. The Options dialog box appears. Click on the Security tab. Click the box for the type of password you want to enter (you can choose one, two, or both), and type the password you want to use. When you’re done, click the OK button.

The Confirm Password dialog box appears, asking you to confirm the password you entered – type the password again to confirm it. Now click on the OK button, and save your presentation.

Each time you open the protected presentation, PowerPoint will ask you to enter the password(s) for it.

Password to open prevents people from opening the presentation without entering the correct password.

Password to modify prevents people from making changes to the presentation without entering the correct password.

A password can contain up to 15 characters and can be any combination of letters, numbers, and symbols.

Passwords are CasE SeNsitiVE. After you protect a presentation with a password, PowerPoint will ask you to enter

the password each time you open the presentation. If a presentation is protected against modification only, people will have the option to

view a read-only version of that presentation by clicking on the Read Only button when they are asked for the password (check last picture).

To unprotect a presentation, go to Tools > Options, click on the Security tab, and erase the passwords. Then click OK.

Slide animation


Animating Slides

Several animations for slide objects are available through the drop-down menus on the Menu bar. First, select the text box or graphic that will be animated, and follow the procedure below: Select Slide Show > Custom Animation from the Menu bar. The Task Pane changes into the Custom Animation mode

There are many options included in each category.

After choosing the desired animation, more options become accessible: now you are able to change the selected animation, add to it, remove it, and control its timing and/or speed.

From the Start menu, the available options are:On Click – starts the animation on mouse clickWith Previous – animates object with another object animated right beforeAfter Previous – animates object several seconds after the previously animated object.To specify the number of seconds separating the two animations, another menu has to be accessed.As an object is selected for animation, the name of that object appears in the Task Pane.


The name appears in the form of a dropdown menu that has more advanced options, including all the previously used options for Effects and Timing, and an advanced menu to specify additional effects and the number of seconds for timed events.

The Settings section has advanced options that specifically change according to the chosen animation (this feature is also found on the Task Pane), and the Enhancements section has general advanced options for adding a Sound to accompany the animation, or applying an After Animation Effect right after the object is animated (a change in color,… etc).

If the object to be animated is a text, further options are available: the Animate text (All at once, By word, or By letter), and the Delay between individually animated words or letters.

The Delay indicates the seconds between this animation and the previous one, the Speed indicates the actual speed of the animation itself. You can also choose to Repeat a certain animation for a certain number of times, or to Rewind the animation when done playing it.

Now you can Re-order the list of animations for that object by clicking on the Re-order arrows after choosing the specific animation you want to displace. Notice that the ordering changes both in the Task Pane and in the numbering next to the object.


Animation Preview

1. You can click on the Play button to view the animation within the window, or

the Slide Show button to see the actual slide presentation.

The Auto Preview button allows you to viewthe animation directly as you choose it.


Slide Transitions

Add transition effects when changing slides by following these steps:

Select Slide Show > Slide Transition from the Menu bar.The Task Pane automatically changes into the Slide Transition mode.

If the Auto Preview button is checked, you will be able to directly view.

Every slide transition as you click on its name.

Choose a transition from the list. You can also specify the Speed of the transition, and add a Sound to it as well.

When you select a sound, you check the Loop until next sound box if it should keep repeating until the next sound is played.Under Advance slide, check On mouse click for the slide transition to occur by clicking the mouse or using keystrokes or check Automatically after and a number of seconds if the transition should occur automatically.

Click Apply to All Slides to apply the transition effects to every slide in the presentation.

Creating a Photo Album

A photo album is created as a means of assorting pictures you have on your computer in order to view them neatly and in a professional way.


To create the album, go to Insert > Picture > New Photo Album.

Note that you don’t have to have a new presentation open. PowerPoint will automatically create the photo album in a new presentation. The Photo Album dialog box appears, allowing you to set the preferences for your photo album.


To create a photo album, the first step is to save the pictures you are going to use in the album. These pictures can be in your hard drive, in a floppy disk or a CD inserted in your computer, or even in a scanner or camera connected to your computer. Assuming you have your pictures on your hard disk, click on File/Disk… button from the Photo Album window. The Insert New Pictures dialog box appears allowing you to search for your pictures. Find the folder containing the pictures then select the pictures you want to add to the album, by highlighting them.

Note:• To highlight a series of adjacent pictures: select the first one, hold down theSHIFT key on the keyboard, and click on the last one.• To highlight individual pictures: hold down the CTRL key on the keyboard as you click once on each desired picture.

After making your selections, click on the Insert button. You will go back to the Photo Album dialog box with a list of pictures in the album, and the names of the pictures you selected under Pictures in album, and you can preview each one of them by clicking on it once to let its automatic preview appear to the right-hand side.The numbers to the left of the pictures indicate the order according to which the pictures will appear in the album.


Here you have some control over the album and the pictures in it: Click on the arrows to move a picture Up or Down. Click Remove to remove a picture from the album. Click Rotate Counter/Clockwise to rotate the highlighted picture. Click on the Contrast/Brightness buttons to change the contrast/brightness of the

highlighted picture.

From the Album Layout section, you can select how the slides look like. You have many options: 1, 2, or 4 pictures, with/without titles. You can add a variety of Frame shapes; try each one and check the preview to the right.

From the Picture Options section, you can include Captions below ALL pictures. This option is not available if Fit to slide layout is selected. You can also set ALL pictures black and white. An additional option is to add a New Text Box from the Insert text section.

Click on the Create button to create the photo album. PowerPoint creates the appropriate slides with the selected framing option. The Title Slide will automatically have a title that says "Photo Album" and a sub-title that says "by (name of Author)".

To modify a photo album, go to Format > Photo Album to open the Photo Album window. When you are done with modifying the album, click on the Update button.

Reordering Slides

PowerPoint allows you to change the order of the slides in your presentation. In the SlideSorter view, you can simply drag-and-drop a slide from one location to another. A line will show where the slide will appear. Once the slide placed in the new location,


PowerPoint automatically re-numbers the slides in your presentation.

Creating Presenter’s Notes

You can create notes that contain the ideas you want to discuss for each slide in your presentation. You can add your notes in two views: the Normal view and Notes pages.

Normal view

First, display the slide you want to create notes for. Second, click on the window below the slide, where you find the line “Click to add notes”. You can use the scroll bar to go up or down in the area.

Notes pages

From the Menu bar, click View > Notes Page to display notes pages. The notes page for the current slide appears. Here you see a thumbnail preview of the slide and the area for your notes. You can type in your notes.


To make the notes page bigger so you can clearly view the notes. Click the arrow next to the Zoom area, on the Standard toolbar. Select the magnification level you want to use.

The notes page appears in the new magnification. You can edit and format the text on the notes pages as you would any text in your presentation. When you finish writing your note pages, click the Normal view icon to return to the standard layout of PowerPoint

Action Buttons

An action button can be linked to any slide within the presentation. Moreover, an action button can run a program, or play a file. This can help make your presentation easier to browse through. Adding action buttons to slides is useful if people will view your slide at a kiosk, on a website, or in a conference.

To add an action button to a slide, display the selected slide. Go to Slide Show > Action Buttons. Select the action button you want to add from the list by clicking on it, and then draw (click and grad) that button anywhere on you slide.

The Action Settings dialog box appears, allowing you to set how the action button performs its function. Here, you can choose to Hyperlink to a certain slide and choose a specific slide to hyperlink to from the drop-down menu right below the Hyperlink to option. Once you have made your choice, click on OK.

To move, resize, and rotate an action button, just treat it as a normal picture by using the nine fill handles around it, and the green rotation handle above it. You can also use the yellow button to change the shape


of the action button. Test the action buttons during the slide show to make it is working properly.

Using the Pen Tool in a Slide Show

During a slide show, you can use the pen tool to manually mark objects in the slide. First, you need to start the slide show. Second, select the first slide then click on View > Slide Show to start the slide show. You can click on the current slide show button, at the lower left corner of your screen.

Once you reach the desired slide, right-click anywhere on the slide, and from the produced menu choose Pointer Options > Pen

You can emphasize certain parts of the slide, or even add some text to it. When you want to resume your slide show normally, right-click at any place on the slide, and select Pointer Options > Arrow and resume the presentation.

Adding Sound to a Presentation

Adding a Recorded Sound

Adding a recorded sound can be useful step in creating a full-depth presentation. You need a computer with sound capabilities to add a recorded sound to your presentation.

Go to Insert > Movies and Sound then Record Sound. The Record Sound dialog box appears. You can name the sound by typing in the Name box. Click on the Record button to start recording the sound, then speak into the microphone, or start a sound device.

When you finish recording the sound for the slide, click on the Stop button. Click the Play button to play the sound you recorded. If you are satisfied with the sound, click on the OK button. A speaker icon appears on the slide.


Notes: To move the speaker icon: click on it once, hold your mouse click, then move the

icon. When you are satisfied with the new position, release the mouse. To resize the icon: click on it once to select it, then use the fill handles at its corners. To delete the icon: click on it once to select it, then press on the DELETE button on

your keyboard. To play the sound in the Normal View mode: double-click the speaker icon. To play the sound in the Slide Show mode: click once on the speaker icon

Adding a sound file from a CD

A recorded sound usually consumes a lot of disk space, and it is not practical to work with very large files because it would affect the quality of your presentation. A common way of solving this problem would be recording the sound on a CD.

You can either go to Insert>Movies and Sounds>Play CD Audio Track to play the sound. Make sure the music CD is in the drive during the presentation.

Adding a sound file from File

An alternative to inserting sound files from CD is to load them from the computer hard drive and then playing the sound in the presentation.Select Insert > Movies and Sounds > Sound From File and browse for your music file.

Adding Narration

You can record voice narration and add it to a slide show. This is ideal for a presentation that will run on the web or a self-running slide show at a kiosk.

After creating your presentation, select View > Slide Sorter from the menu bar. Now select the first slide in your presentation by clicking on it once. Select Slide Show > Record Narration.


The Record Narration dialog box appears:The recording quality, amount of hard disk space required for each second of narration, amount of free space available on your hard disk, and amount of time available, the maximum recording time.

In the lower left corner you can see a check box to link a narration to a source outside of the presentation, the default source is C:\My Documents, you can change it by clicking on the Browse button. Two buttons to adjust the quality of the sound (Set Microphone Level… and Change Quality…). To start recording the narration, click on the OK button.

The first slide in the show appears. Speak clearly via the microphone to record narration for the slide. To display the next slide, click the current slide or press the Spacebar. To pause recording the narration at any time, right-click the current slide and then click Pause Narration from the menu that appears. To resume recording the narration, right click the current slide and then click Resume Narration.

When you finish the slide show, a dialog box appears. Click the Save button, to record the time you spent narrating each slide and use the timings when you later view the slide show.

Click View > Slide Sorter from the menu bar, the time you spent narrating each slide appears below the slides. When you view the slide show, you will hear the narration you recorded.


PowerPoint also allows you to delete the narration for a specific slide. Display the slide you no longer want to play a narration in the Normal view. To delete a narration, click the speaker icon that appears at the bottom-right corner of the slide after the narration is recorded, then press on the DELETE key on the keyboard.

Notes:You can temporarily turn off the narration for a slide show without deleting the narration you recorded for the slides. Select Slide Show > Set Up Show, then check the Show without narration option from the dialog box that appears, then click OK.

To preview the narration you added to a slide in Normal view, double-click the speaker icon at the bottom-right corner of the slide.

Creating a Summary Slide

A summary slide summarizes all the main points listed in the slides forming your presentation. A summary slide uses all the titles of the slides you select to summarize, and gathers them into one independent slide that is placed at the beginning of your slide show by default. You can always change the position of the summary slide, as well as any other slide in your presentation.

In the Slide Sorter view, highlight the slides you wish to summarize. To highlight a series of slides, select the first one, hold down the SHIFT key, and select the last one. To highlight individual slides, hold down the CTRL key as you click once on each desired slide. If you want to highlight all the slides in your presentation, select Edit > Select All.

Click on the Summary Slide button on the Slide Sorter toolbar.


Once you click on the button, PowerPoint automatically gathers the titles of all the highlighted slides into one summary slide which it places at the beginning of the presentation as slide number 1. If the titles don’t fit into one slide, PowerPoint will split them into many slides. To move the summary slide(s) from one place to another, just click and drag to that location while in the Slide Sorter view.Rehearsing a Slide Show

You can rehearse your slide show and have PowerPoint record the amount of time you spend on each slide. Rehearsing your slide show and recording the timings can help you determine if you need to add or remove information from your presentation.

Select Slide Show>Rehearse Timings. The first slide appears the Rehearsal toolbar displays the time spent on the current slide and the total time spent on the slide show.

When you finish rehearsing the current slide, click the right arrow to display the next slide. If you make a mistake and want to reset the timer for the current slide, click the reset button.

To pause the slide show at any time, click the pause button. To continue the slide show after pausing, click the pause button again.

When rehearsing your slide show, you can set a specific length of time that you want that the current slide to appear on your screen. Click on the area of the toolbar that displays the timing for the current slide, type the amount of time you want the slide to appear on your screen during the slide show and then press ENTER key on the keyboard.

At the end of the show, a dialog box appears; it displaying the total time for the show.

To record the time you spent on each slide and use the timings when you later view the slide show, click Yes.


To change the slide timings, select the appropriate slide and click Slide Show > Slide Transition from the menu bar.

In the slide transition sub pane, Under Advance Slide change the slide timings in the text box. Click Apply to All to apply the current time setting to each individual slide, or click Save to change the timing for the current slide.

Previewing a Presentation as a Web Page


You can preview the PowerPoint presentation as a Web page. Select File > Web Page Preview. You click on the arrows to move through the slides.

Saving a Presentation as a Web Page

Select File > Save As Web Page. Type a name for the Web page. Click Change Title to specify a title for your presentation. Click Save.

Viewing a full-screen version of the presentation on the Internet

Click on the Slide Show button in the bottom right corner of the Web browser window.

Click the current slide to move forward through the slides Press the Esc key to end the presentation at any time. Keep in mind that, some of the features available in PowerPoint might not work in a browser window. For example, most Web browsers do not support shadow text styles or animation effects.

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